Client
Sykehuspartner
Project Overview
Sykehuspartner, the IT service provider for Norway’s public healthcare sector, engaged Xala Technologies to upgrade their existing document management system and collaboration tools by transitioning to SharePoint Online. The goal was to enhance collaboration and streamline document management across multiple hospitals. The project involved migrating over 800 SharePoint root and department sites, integrating custom APIs and automation tools like Azure Functions and Power Automate to further improve operational efficiency.
The project needed to ensure a smooth transition with minimal disruption to the healthcare facilities involved, while implementing modern technologies to improve long-term scalability and functionality.
Led by Ibrahim Rahmani, Xala Technologies was responsible for developing, migrating, and provisioning over 800 SharePoint root and department sites across 8 hospitals in Norway. The project also involved the implementation of SharePoint Framework (SPFx), Azure Functions, and Power Automate, which significantly improved collaboration, document management, and operational processes.
The project needed to ensure a smooth transition with minimal disruption to the healthcare facilities involved, while implementing modern technologies to improve long-term scalability and functionality.
Led by Ibrahim Rahmani, Xala Technologies was responsible for developing, migrating, and provisioning over 800 SharePoint root and department sites across 8 hospitals in Norway. The project also involved the implementation of SharePoint Framework (SPFx), Azure Functions, and Power Automate, which significantly improved collaboration, document management, and operational processes.
Location
Skøyen
Industry
Health Sector
Period
01/2023 - 12/2023
Challenges Faced
Large-Scale Migration Across Multiple Hospitals:
The project required the migration of over 800 SharePoint sites, each with unique configurations, user permissions, and document repositories, across 8 major hospitals. Ensuring minimal downtime and maintaining data integrity during the migration was a key challenge.
Custom Development with SPFx:
Many departments required custom SharePoint solutions to meet their specific needs. The SharePoint Framework (SPFx) was implemented to extend SharePoint’s functionality and provide tailored experiences for different hospital departments.
Automation of Processes with Azure Functions and Power Automate:
To streamline workflows, the project needed to automate many of the manual processes, such as document approval and data transfers between systems, using Azure Functions and Power Automate.
User Adoption and Training:
A significant challenge was ensuring that hospital staff across departments adopted the new system and were adequately trained to utilize SharePoint’s enhanced features effectively.
The project required the migration of over 800 SharePoint sites, each with unique configurations, user permissions, and document repositories, across 8 major hospitals. Ensuring minimal downtime and maintaining data integrity during the migration was a key challenge.
Custom Development with SPFx:
Many departments required custom SharePoint solutions to meet their specific needs. The SharePoint Framework (SPFx) was implemented to extend SharePoint’s functionality and provide tailored experiences for different hospital departments.
Automation of Processes with Azure Functions and Power Automate:
To streamline workflows, the project needed to automate many of the manual processes, such as document approval and data transfers between systems, using Azure Functions and Power Automate.
User Adoption and Training:
A significant challenge was ensuring that hospital staff across departments adopted the new system and were adequately trained to utilize SharePoint’s enhanced features effectively.
Solutions Provided
Development and Migration of 800+ SharePoint Sites:
Xala Technologies developed, migrated, and provisioned over 800 root and department SharePoint sites, ensuring a seamless transition from the previous system. This involved the careful mapping of data, configurations, and user permissions to prevent disruptions.
SPFx Development for Custom Solutions:
Using the SharePoint Framework (SPFx), the team developed custom web parts and extensions to address the unique requirements of various hospital departments. These solutions enabled tailored document management processes, enhanced search functionalities, and improved collaboration among medical teams.
Automation with Azure Functions and Power Automate:
Azure Functions were implemented to automate backend processes like scheduled data transfers and custom workflows, while Power Automate was used to streamline routine tasks such as document approval processes, reducing administrative overhead and improving operational efficiency.
Comprehensive User Training and Support:
Xala Technologies provided extensive training sessions and resources to hospital staff to ensure that they could effectively use the new SharePoint features. User adoption strategies were also deployed, including the creation of easy-to-use guides and dedicated support.
Xala Technologies developed, migrated, and provisioned over 800 root and department SharePoint sites, ensuring a seamless transition from the previous system. This involved the careful mapping of data, configurations, and user permissions to prevent disruptions.
SPFx Development for Custom Solutions:
Using the SharePoint Framework (SPFx), the team developed custom web parts and extensions to address the unique requirements of various hospital departments. These solutions enabled tailored document management processes, enhanced search functionalities, and improved collaboration among medical teams.
Automation with Azure Functions and Power Automate:
Azure Functions were implemented to automate backend processes like scheduled data transfers and custom workflows, while Power Automate was used to streamline routine tasks such as document approval processes, reducing administrative overhead and improving operational efficiency.
Comprehensive User Training and Support:
Xala Technologies provided extensive training sessions and resources to hospital staff to ensure that they could effectively use the new SharePoint features. User adoption strategies were also deployed, including the creation of easy-to-use guides and dedicated support.
Results Achieved
Seamless Migration and Transition:
Xala Technologies successfully migrated over 800 SharePoint sites across 8 hospitals, ensuring minimal disruption to day-to-day operations. The transition was smooth, with all critical data preserved and seamlessly transferred.
Improved Collaboration and Document Management:
By deploying custom SPFx solutions, Xala Technologies enhanced collaboration among healthcare staff, allowing for better communication, document sharing, and team coordination. The new SharePoint platform provided a unified space for hospital departments to manage and store critical documents securely.
Operational Efficiency through Automation:
With the implementation of Azure Functions and Power Automate, many manual processes were automated, saving time and reducing the risk of human error. Routine workflows like document approvals and data transfers were streamlined, allowing hospital staff to focus more on patient care.
User Adoption and Increased Productivity:
Through tailored training programs, Xala Technologies ensured that hospital staff were equipped to use the new SharePoint platform effectively. The result was increased productivity and reduced administrative workloads across multiple departments.
Xala Technologies successfully migrated over 800 SharePoint sites across 8 hospitals, ensuring minimal disruption to day-to-day operations. The transition was smooth, with all critical data preserved and seamlessly transferred.
Improved Collaboration and Document Management:
By deploying custom SPFx solutions, Xala Technologies enhanced collaboration among healthcare staff, allowing for better communication, document sharing, and team coordination. The new SharePoint platform provided a unified space for hospital departments to manage and store critical documents securely.
Operational Efficiency through Automation:
With the implementation of Azure Functions and Power Automate, many manual processes were automated, saving time and reducing the risk of human error. Routine workflows like document approvals and data transfers were streamlined, allowing hospital staff to focus more on patient care.
User Adoption and Increased Productivity:
Through tailored training programs, Xala Technologies ensured that hospital staff were equipped to use the new SharePoint platform effectively. The result was increased productivity and reduced administrative workloads across multiple departments.
Lessons Learned
Managing Large-Scale Migrations:
Migrating hundreds of SharePoint sites while maintaining data integrity and system availability required meticulous planning and execution. The importance of clear communication with hospital stakeholders and IT teams was critical to ensuring a successful transition.
The Value of Custom Development:
The flexibility provided by SPFx allowed Xala Technologies to deliver custom solutions that addressed the specific needs of different hospital departments. This reinforced the value of custom development in large organizations with diverse operational requirements.
Automation Improves Healthcare Efficiency:
The use of Azure Functions and Power Automate demonstrated how automation can reduce administrative burdens in a healthcare environment, freeing up time for staff to focus on patient care and other high-priority tasks.
Training is Crucial for Adoption:
A well-designed training program was essential in ensuring that staff could make the most of the new system. Early user engagement and ongoing support helped to overcome resistance to change and foster a smooth adoption process.
Migrating hundreds of SharePoint sites while maintaining data integrity and system availability required meticulous planning and execution. The importance of clear communication with hospital stakeholders and IT teams was critical to ensuring a successful transition.
The Value of Custom Development:
The flexibility provided by SPFx allowed Xala Technologies to deliver custom solutions that addressed the specific needs of different hospital departments. This reinforced the value of custom development in large organizations with diverse operational requirements.
Automation Improves Healthcare Efficiency:
The use of Azure Functions and Power Automate demonstrated how automation can reduce administrative burdens in a healthcare environment, freeing up time for staff to focus on patient care and other high-priority tasks.
Training is Crucial for Adoption:
A well-designed training program was essential in ensuring that staff could make the most of the new system. Early user engagement and ongoing support helped to overcome resistance to change and foster a smooth adoption process.
Experience Gained
This project allowed Xala Technologies to gain significant experience in:
Large-Scale SharePoint Migrations:
Migrating and provisioning hundreds of sites for hospitals, each with unique data and workflows, provided valuable insights into large-scale migrations and system transitions.
Custom SPFx Development:
Developing tailored SharePoint solutions using SPFx for different hospital departments honed our skills in delivering client-specific functionality that enhances user experience.
Automation in Healthcare:
Implementing Azure Functions and Power Automate in a healthcare setting highlighted the potential for automation to improve efficiency in critical environments where administrative overhead can impact patient care.
Large-Scale SharePoint Migrations:
Migrating and provisioning hundreds of sites for hospitals, each with unique data and workflows, provided valuable insights into large-scale migrations and system transitions.
Custom SPFx Development:
Developing tailored SharePoint solutions using SPFx for different hospital departments honed our skills in delivering client-specific functionality that enhances user experience.
Automation in Healthcare:
Implementing Azure Functions and Power Automate in a healthcare setting highlighted the potential for automation to improve efficiency in critical environments where administrative overhead can impact patient care.
Conclusion
Xala Technologies successfully delivered a large-scale SharePoint migration and development project for Sykehuspartner, covering over 800 sites across 8 hospitals. By integrating SPFx for custom development and leveraging automation tools like Azure Functions and Power Automate, the team significantly improved collaboration, document management, and operational efficiency in Norway’s healthcare sector. This case demonstrates Xala’s expertise in delivering high-quality, scalable solutions for complex organizations with diverse operational needs.
Xala Technologies, led by Ibrahim Rahmani, successfully developed, migrated, and provisioned 800+ SharePoint root and department sites for 8 hospitals across Norway. The team integrated SPFx, Azure Functions, and Power Automate, enhancing collaboration, document management, and operational efficiency.